Request for Proposal # 0052050

For

Temporary Employment Services

August 2, 2017Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

RFP 0052050GENERAL INFORMATION FORM

QUESTIONS: All inquiries for information regarding this solicitation should be directed to: Kimberly Dulaney, Assistant Director & Contracts Manager, Phone: (540) 231-8543 e-mail: Kdulane@vt.edu

DUE DATE: Proposals will be received until Wednesday, August 30, 2017 at 3:00 PM. Failure to submit proposals to the correct location by the designated date and hour will result in disqualification.

ADDRESS: Proposals should be mailed or hand delivered to: Virginia Polytechnic Institute and State University (Virginia Tech), Procurement Department (MC 0333) North End Center, Suite 2100, 300 Turner Street NW, Blacksburg, Virginia 24061. Reference the due date and hour, and RFP Number in the lower left corner of the return envelope or package.

Please note that USPS is delivered to a central location and is not delivered directly to Procurement. Allow extra time if sending proposal via USPS. It is the vendor’s responsibility to ensure proposals are received in the Procurement office at the appropriate date and time for consideration.

TYPE OF BUSINESS: (Please check all applicable classifications). If your classification is certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), provide your certification number: ___________. For assistance with SWaM certification, visit the SBSD website at http://sbsd.virginia.gov/ .

____ Large

____ Small business – An independently owned and operated business which, together with affiliates, has 250 or fewer employees or average annual gross receipts of $10 million or less averaged over the previous three years. Commonwealth of Virginia Department of Small Business and Supplier Diversity (SBSD) certified women-owned and minority-owned business shall also be considered small business when they have received SBSD small business certification.

____ Women-owned business – A business concern that is at least 51% owned by one or more women who are U. S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest is owned by one or more women who are citizens of the United States or non-citizens who are in full compliance with the United States immigration law, and both the management and daily business operations are controlled by one or more women who are U. S. citizens or legal resident aliens.

____ Minority-owned business – A business concern that is at least 51% owned by one or more minority individuals (see Section 2.2-1401, Code of Virginia) or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals and both the management and daily business operations are controlled by one or more minority individuals.

COMPANY INFORMATION/SIGNATURE: In compliance with this Request For Proposal and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the goods or services in accordance with the attached signed proposal and as mutually agreed upon by subsequent negotiation.

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FULL LEGAL NAME (PRINT)(Company name as it appears with your Federal Taxpayer Number)

FEDERAL TAXPAYER NUMBER (ID#)

BUSINESS NAME/DBA NAME/TA NAME(If different than the Full Legal Name)

BILLING NAME(Company name as it appears on your invoice)

PURCHASE ORDER ADDRESS PAYMENT ADDRESS

CONTACT NAME/TITLE (PRINT) E-MAIL ADDRESS

TELEPHONE NUMBER

TOLL FREE TELEPHONE NUMBER

FAX NUMBER TO RECEIVE E-PROCUREMENT ORDERS

Is any member of the firm an employee of the Commonwealth of Virginia who has a personal interest in this contract pursuant to the Code of Virginia, 2.2 – 3102 - 3112

YES____________ NO_____________

SIGNATURE ____________________________________ Date: _________________________

Revised 07/01/2017

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I. PURPOSE:

The purpose of this Request for Proposal (RFP) is to solicit proposals to establish multiple contracts through competitive negotiations for Temporary Employment Services by Virginia Polytechnic Institute and State University (Virginia Tech), an agency of the Commonwealth of Virginia.

II. CONTRACT PERIOD:

The term of this contract is for one year, or as negotiated. There will be an option for four (4) one-year renewals, or as negotiated.

III. BACKGROUND:

Virginia Polytechnic Institute and State University (Virginia Tech) is located in Blacksburg, Virginia, approximately 40 miles southwest of Roanoke, Virginia, the major commercial hub of the area. In addition to the university’s main campus in Blacksburg, major off campus locations include twelve agriculture experiment research stations, the Marion duPont Scott Equine Medical Center and graduate centers in Roanoke and Fairfax, Virginia. Regularly scheduled air service is provided at the Roanoke Regional Airport.

Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech takes a hands-on, engaging approach to education, preparing scholars to be leaders in their fields and communities. As the Commonwealth’s most comprehensive university and its leading research institution, Virginia Tech offers 240 undergraduate degree programs to more than 31,000 students and manages a research portfolio of nearly $513 million and employees approximately 12,000 employees. The university fulfills its land-grant mission of transforming knowledge to practice through technological leadership and by fueling economic growth and job creation locally, regionally, and across Virginia.

In order for Virginia Tech to fulfill its mission, a well-trained and diverse workforce must be in place. The intent of Virginia Tech’s Human Resources Department is to maintain a fully employed workforce of wage, salaried and student wage positions. However, certain unexpected and unpredictable event such as short-term projects, leaves, and voluntary terminations requires the university to utilize the services of temporary employment agencies. It is vital that Virginia Tech departments, on and off-campus, be able to fill unexpected vacancies on a temporary basis in an efficient and expeditious manner.

During the period of October 2012 through April 2017, the university spent approximately $800,000 for temporary employment services.

IV. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM:

The eVA Internet electronic procurement solution streamlines and automates government purchasing activities within the Commonwealth of Virginia. Virginia Tech, and other state agencies and institutions, have been directed by the Governor to maximize the use of this system in the procurement of goods and services. We are, therefore, requesting that your firm register as a vendor within the eVA system.

There are transaction fees involved with the use of eVA. These fees must be considered in the provision of quotes, bids and price proposals offered to Virginia Tech. Failure to register within the eVA system may result in the quote, bid or proposal from your firm being rejected and the award made to another vendor who is registered in the eVA system.

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Registration in the eVA system is accomplished on-line. Your firm must provide the necessary information. Please visit the eVA website portal at http://www.eva.virginia.gov/pages/eva-registration-buyer-vendor.htm and register both with eVA and Ariba. This process needs to be completed before Virginia Tech can issue your firm a Purchase Order or contract. If your firm conducts business from multiple geographic locations, please register these locations in your initial registration.

For registration and technical assistance, reference the eVA website at: http://www.eva.virginia.gov, or call 866-289-7367 or 804-371-2525.

V. CONTRACT PARTICIPATION:

It is the intent of this solicitation and resulting contract to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institutions, or Virginia Tech’s affiliated corporations and/or partnerships may access any resulting contract if authorized by the contractor.

Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor, the resultant contract may be extended to the entities indicated above to purchase at contract prices in accordance with contract terms. The Contractor shall notify Virginia Tech in writing of any such entities accessing the contract, if requested. No modification of this contract or execution of a separate contract is required to participate. The Contractor will provide semi-annual usage reports for all entities accessing the Contract, as requested. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the contract to include contractual disputes, invoicing and payments without direct administration from Virginia Tech. Virginia Tech shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that Virginia Tech is not responsible for the acts or omissions of any entity, and will not be considered in default of the contract no matter the circumstances.

Please refer to Attachment B, Zone Map, if the offeror wishes to submit separate pricing structure based on approved zones for cooperative institutions. Refer to Attachment B for the approved Zone Map. If no other prices are offered, pricing provided will apply to all zones in the Commonwealth.

Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may be.

VI. STATEMENT OF NEEDS:

A. Virginia Tech needs the services of a contractor, or multiple contractors, to provide temporary employment services as follows:

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1. Temporary personnel as required for the position classifications listed in Attachment D, as well as other position classifications, which may be required for future needs.

2. Temporary personnel shall be employed by the contractor. The Contractor shall be responsible for all payroll taxes, Worker’s Compensation, payroll reports, and all other employer federal and state record keeping and reporting requirements for temporary personnel (such as associated costs and reporting requirements for the Affordable Care Act).

3. Jobs requiring a driver’s record check must be completed with acceptable results before driving. Positions requiring a CDL must have a valid CDL license, a completed driving check with acceptable results, and an active DOT medical certification before driving.

4. Contractor, at its expense, shall conduct a criminal conviction screening on all employees who work on the Virginia Tech campus, or have access to Virginia Tech computer systems, including remote access. A criminal conviction check should consist of at least the following:

a. National criminal database search to include at least felony and misdemeanor convictions.

b. A social security trace to identify where the candidate/employee has lived for the past 7 years.

c. County level court searches to identify at least felony and misdemeanor convictions in all counties where the candidate/employee has lived in the past 7 years (as identified by the social security trace).

d. Search of the National Sex Offender database.

All criminal conviction checks must be concluded prior to employees gaining access. Employees who have separated employment from Contractor shall undergo another background check prior to re-gaining access to the Virginia Tech campus. Contractor shall ensure subcontractors conduct similar background checks.

Virginia Tech reserves the right to audit a Contractor’s background check process at any time. All employees have a duty to self-disclose any criminal conviction(s) occurring while assigned to the Virginia Tech campus. Such disclosure shall be made to Contractor, which in turn shall notify the designated Virginia Tech contract administrator within 3 days.

If at any time during the term of the contract Virginia Tech discovers an employee has a conviction which raises concerns about university buildings, property, systems, or security, the Contractor shall remove that employee’s access to the Virginia Tech campus, unless Virginia Tech consents to such access in writing.

Criminal history background screening shall be conducted for all positions as required in Virginia Tech Policy #4060. Failure to comply with the terms of this provision may result in the termination of the contract.

5. Each temporary employee supplied by the Contractor should be available for the entire length of the assignment. If a temporary employee is unable to complete an assignment, a one-week notice is preferred. The Contractor should immediately provide another candidate to fulfill the assignment.

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6. It is preferred that the contractor have an office located within a fifty-mile radius of Virginia Tech’s Blacksburg campus, preferably in the New River Valley area. It is also desirable that the Contractor have offices strategically located throughout the Commonwealth of Virginia to provide services for Virginia Tech’s off-campus offices.

7. The Contractor shall not charge the university any placement fees or agency fees if a temporary employee submits an application for full-time employment and is selected for employment through a competitive selection process. The temporary employee will normally give the Contractor a two-week notice prior to being employed by the university.

8. It is the responsibility of the Contractor or their temporary employees to provide transportation to the required locations. Temporary service personnel must comply with all Virginia Tech regulations, including but not limited to those pertaining to vehicle parking at the university. All personnel parking a vehicle on campus must obtain a parking permit at Parking Services located at 455 Research Center Drive, Blacksburg, Virginia, 24061.

9. Compensation to all temporary employees shall be at a minimum of $9.25 per hour.

B. Virginia Tech will be responsible for the following:

1. Hiring departments will advise the Contractor of positions requiring driver’s record checks.

2. The hiring department will determine the normal working hours for temporary personnel. Virginia Tech has some departments that are in operation as much as twenty-four (24) hours a day. Workweeks may include weekends and holidays. In addition, there may be overtime work. Overtime hours must be approved in advance by the department supervisor/manager. Lunch periods will range from 30-60 minutes and will be determined by management. No payments will be made for lunch periods.

3. Persons authorized to request temporary personnel will be identified by the Contract Administrator.

VII. PROPOSAL PREPARATION AND SUBMISSION:

A. Specific Requirements

Proposals should be as thorough and detailed as possible so that Virginia Tech may properly evaluate your capabilities to provide the required goods or services. Offerors are required to submit the following information/items as a complete proposal:

1. Plan for providing temporary employment services:

a. Describe Offerors ability to provide temporary employees on the Virginia Tech campus located in Blacksburg, Virginia as well as off-campus offices located throughout the Commonwealth of Virginia.

b. Identify the location of Offerors office or offices that will service the Virginia Tech account.

c. Describe the typical turn-around time for confirming the availability of a temporary placement.

d. Describe the average time frame for placement of temporary employee into requested position.

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e. Identify your regular and holiday office hours.

f. Identify an account representative to handle and assist in any and all scheduling, billing and problem solving.

g. Describe Offerors willingness to meet periodically with the contract administrator when required to discuss all services.

2. Rates:

a. Identify recommended hourly pay rate, bill rate, overtime rate, and overtime bill rate for the position classifications listed in Attachment C.

b. Provide a plan for adjusting rates during the initial contract period and subsequent contract renewals.

c. Describe record keeping process that identifies the hours worked by the temporary employee.

d. Describe billing process.

3. Qualifications/Experience:

a. Describe Offerors qualifications and experience in providing temporary employment services.

b. Identify account manager to be assigned to contract and describe their qualifications and experience.

c. List names, qualifications, and experience of other staff that may provide services under the contract.

4. References:

Four (4) recent references, either educational (preferred) or governmental, for whom you have provided the type of services described herein. Include the date(s) services were furnished, the client name, address and the name and phone number of the individual Virginia Tech has your permission to contact.

Please indicate if you currently have a VASCUPP contract with another institution.

5. Participation of Small, Women-owned and Minority-owned Business (SWAM) Business:

If your business cannot be classified as SWaM, describe your plan for utilizing SWaM subcontractors if awarded a contract. Describe your ability to provide reporting on SWaM subcontracting spend when requested. If your firm or any business that you plan to subcontract with can be classified as SWaM, but has not been certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), it is expected that the certification process will be initiated no later than the time of the award. If your firm is currently certified, you agree to maintain your certification for the life of the contract. For assistance with SWaM certification, visit the SBSD website at http://www.sbsd.virginia.gov/

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6. The return of the General Information Form and addenda, if any, signed and filled out as required.

B. General Requirements

1. RFP Response: In order to be considered for selection, Offerors shall submit a complete response to this RFP to include;

a. One original and Five copies of the entire proposal, including all attachments. Any proprietary information should be clearly marked in accordance with 2.e. below.

b. One (1) electronic copy in WORD format or searchable PDF (CD or flash drive) of the entire proposal as one document, INCLUDING ALL ATTACHMENTS. Any proprietary information should be clearly marked in accordance with 2.e. below.

c. Should the proposal contain proprietary information, provide one (1) redacted hard copy of the proposal and attachments with proprietary portions removed or blacked out.  This copy should be clearly marked “Redacted Copy” on the front cover. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable. Virginia Tech shall not be responsible for the Contractor’s failure to exclude proprietary information from this redacted copy.

Response shall be submitted to:

Virginia Polytechnic Institute and State University (Virginia Tech)Procurement Department (MC 0333)North End Center, Suite 2100300 Turner Street NWBlacksburg, Virginia 24061

Reference the Due Date and Hour, and RFP Number in the lower left hand corner of the return envelope or package.

No other distribution of the proposals shall be made by the Offeror.

2. Proposal Preparation:

a. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in Virginia Tech requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by Virginia Tech at its discretion. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. Proposals should be prepared simply and economically providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content.

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c. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page. The proposal should contain a table of contents which cross references the RFP requirements. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

d. Each copy of the proposal should be bound in a single volume where practical. All documentation submitted with the proposal should be bound in that single volume.

e. Ownership of all data, material and documentation originated and prepared for Virginia Tech pursuant to the RFP shall belong exclusively to Virginia Tech and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act. However, to prevent disclosure the Offeror must invoke the protections of Section 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other materials is submitted. The written request must specifically identify the data or other materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal.

3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to Virginia Tech. This will provide an opportunity for the Offeror to clarify or elaborate on the proposal but will in no way change the original proposal. Virginia Tech will schedule the time and location of these presentations. Oral presentations are an option of Virginia Tech and may not be conducted. Therefore, proposals should be complete.

VIII. SELECTION CRITERIA AND AWARD:

A. Selection Criteria

Proposals will be evaluated by Virginia Tech using the following:

Maximum PointCriteria Value

1. Quality of products/services offered and suitability for 20the intended purposes

2. Qualifications and experiences of Offeror in providing 20the goods/services

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3. Specific plans or methodology to be used to provide the 20Services

4. Cost (or Price) 30

5. Participation of Small, Women-Owned and Minority 10(SWAM) Business __________

Total 100

B. Award To Multiple Offerors :

Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the agency shall select the offerors which, in its opinion, has made the best proposal, and shall award the contract to that offeror. Virginia Tech reserves the right to make multiple awards as a result of this solicitation. Virginia Tech may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous. Should the Commonwealth determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated. See Attachment C for sample contract form.

IX. INQUIRIES:

All inquiries concerning this solicitation should be submitted in writing via email, citing the particular RFP section and paragraph number. All inquiries will be answered in the form of an addendum. Inquiries must be submitted by 10:00 am on Friday, August 11, 2017. Inquiries must be submitted to the procurement officer identified in this solicitation.

X. INVOICES:

Invoices for goods or services provided under any contract resulting from this solicitation shall be submitted by email to vtinvoices@vt.edu or by mail to:

Virginia Polytechnic Institute and State University (Virginia Tech)Accounts PayableNorth End Center, Suite 3300300 Turner Street NWBlacksburg, Virginia 24061

XI. METHOD OF PAYMENT:

Virginia Tech will authorize payment to the contractor as negotiated in any resulting contract from the aforementioned Request for Proposal.

Payment can be expedited through the use of the Wells One AP Control Payment System. Virginia Tech strongly encourages participation in this program. For more information on this program please refer to Virginia Tech’s Procurement website:

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http://www.procurement.vt.edu/vendor/wellsone.html or contact the procurement officer identified in the RFP.

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XII. ADDENDUM:

Any ADDENDUM issued for this solicitation may be accessed at http://www.apps.vpfin.vt.edu/html.docs/bids.php. Since a paper copy of the addendum will not be mailed to you, we encourage you to check the web site regularly.

XIII. COMMUNICATIONS:

Communications regarding this solicitation shall be formal from the date of issue, until either a Contractor has been selected or the Procurement Department rejects all proposals. Formal communications will be directed to the procurement officer listed on this solicitation. Informal communications, including but not limited to request for information, comments or speculations regarding this solicitation to any University employee other than a Procurement Department representative may result in the offending Offeror’s proposal being rejected.

XIV. CONTROLLING VERSION OF SOLICITATION:

The posted version of the solicitation and any addenda issued by Virginia Tech Procurement Services is the mandatory controlling version of the document. Any modification of/or additions to the solicitation by the Offeror shall not modify the official version of the solicitation issued by Virginia Tech Procurement Services. Such modifications or additions to the solicitation by the Offeror may be cause for rejection of the proposal; however, Virginia Tech reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal.

XV. TERMS AND CONDITIONS:

This solicitation and any resulting contract/purchase order shall be governed by the attached terms and conditions, see Attachment A.

XVI. CONTRACT ADMINISTRATION:

A. Mike McCoy, Human Resources Consultant, Human Resources, at Virginia Tech or their designee, shall be identified as the Contract Administrator and shall use all powers under the contract to enforce its faithful performance.

B. The Contract Administrator, or their designee, shall determine the amount, quantity, acceptability, fitness of all aspects of the services and shall decide all other questions in connection with the services. The Contract Administrator, or their designee, shall not have authority to approve changes in the services which alter the concept or which call for an extension of time for this contract. Any modifications made must be authorized by the Virginia Tech Procurement Department through a written amendment to the contract.

XVII. ATTACHMENTS:

Attachment A - Terms and ConditionsAttachment B - Zone Map for Cooperative Contracts Attachment C - Sample of Standard Contract Form Attachment D - Position Classifications

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ATTACHMENT A

TERMS AND CONDITIONS

RFP GENERAL TERMS AND CONDITIONS

See:http://www.procurement.vt.edu/content/dam/procurement_vt_edu/docs/terms/GTC_RFP_07012017.pdf

ADDITIONAL TERMS AND CONDITIONS

A. ADDITIONAL GOODS AND SERVICES: The University may acquire other goods or services that the supplier provides than those specifically solicited. The University reserves the right, subject to mutual agreement, for the Contractor to provide additional goods and/or services under the same pricing, terms and conditions and to make modifications or enhancements to the existing goods and services. Such additional goods and services may include other products, components, accessories, subsystems, or related services newly introduced during the term of the Agreement.

B. AUDIT: The Contractor hereby agrees to retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. Virginia Tech, its authorized agents, and/or the State auditors shall have full access and the right to examine any of said materials during said period.

C. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that Virginia Tech shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

D. CANCELLATION OF CONTRACT: Virginia Tech reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

E. CONTRACT DOCUMENTS: The contract entered into by the parties shall consist of the Request for Proposal including all modifications thereof, the proposal submitted by the Contractor, the written results of negotiations, the Commonwealth Standard Contract Form, all of which shall be referred to collectively as the Contract Documents.

F. IDENTIFICATION OF BID/PROPOSAL ENVELOPE: The signed bid or proposal should be returned in a separate envelope or package and identified as follows:

From: ____ Name of Bidder or Offeror Due Date Time Due

____ Street or Box No. Solicitation Number

____ City, State, Zip Code Solicitation Title

Name of Procurement Officer: ____

The envelope should be addressed to:

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VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY (Virginia Tech)Procurement Department (MC 0333)North End Center, Suite 2100300 Turner Street NWBlacksburg, Virginia 24061

The offeror takes the risk that if the envelope is not marked as described above, it may be inadvertently opened and the information compromised, which may cause the proposal to be disqualified. Bids or Proposals may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other bids/proposals should be placed in the envelope.

G. NOTICES: Any notices to be given by either party to the other pursuant to any contract resulting from this solicitation shall be in writing, hand delivered or mailed to the address of the respective party at the following address

If to Contractor: Address Shown On RFP Cover PageAttention: Name Of Person Signing RFP

If to Virginia Tech:

Virginia Polytechnic Institute and State University (Virginia Tech)Attn: Kimberly Dulaney, CPSMProcurement Department (MC 0333)North End Center, Suite 2100 300 Turner Street NWBlacksburg, Virginia 24061

and

Virginia Polytechnic Institute and State University (Virginia Tech)Attn: Mike McCoyDepartment of Human Resources (0318)300 Turner Street NW, Suite 2300Blacksburg, Virginia 24061

H. SEVERAL LIABILITY: Virginia Tech will be severally liable to the extent of its purchases made against any contract resulting from this solicitation. Applicable entities described herein will be severally liable to the extent of their purchases made against any contract resulting from this solicitation.

I. CLOUD OR WEB HOSTED SOFTWARE SOLUTIONS: For agreements involving Cloud-based Web-hosted software/applications refer to link for additional terms and conditions: http://www.ita.vt.edu/purchasing/VT_Cloud_Data_Protection_Addendum_final03102017.pdf

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SPECIAL TERMS AND CONDITIONS

1. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from this solicitation, no indication of such sales or services to Virginia Tech will be used in product literature or advertising. The contractor shall not state in any of the advertising or product literature that the Commonwealth of Virginia or any agency or institution of the Commonwealth has purchased or uses its products or services.

2. INSURANCE: By signing and submitting a Proposal/Bid under this solicitation, the offeror/bidder certifies that if awarded the contract, it will have the following insurance coverages at the time the work commences. Additionally, it will maintain these during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. During the period of the contract, Virginia Tech reserves the right to require the contractor to furnish certificates of insurance for the coverage required.

INSURANCE COVERAGES AND LIMITS REQUIRED:A. Worker's Compensation - Statutory requirements and benefits.

B. Employers Liability - $100,000.00

C. General Liability - $1,000,000.00 combined single limit. Virginia Tech and the Commonwealth of Virginia shall be named as an additional insured with respect to goods/services being procured. This coverage is to include Premises/Operations Liability, Products and Completed Operations Coverage, Independent Contractor's Liability, Owner's and Contractor's Protective Liability and Personal Injury Liability.

D. Automobile Liability - $500,000.00

E. Builders Risk – For all renovation and new construction projects under $100,000 Virginia Tech will provide All Risk – Builders Risk Insurance. For all renovation contracts, and new construction from $100,000 up to $500,000 the contractor will be required to provide All Risk – Builders Risk Insurance in the amount of the contract and name Virginia Tech as additional insured. All insurance verifications of insurance will be through a valid insurance certificate.

F. The contractor agrees to be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract, including but not limited to claims under the Worker's Compensation Act. The contractor agrees that it will, at all times, after the completion of the work, be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly arising out of the performance or nonperformance of the contract.

3. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of Virginia Tech. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish Virginia Tech the names, qualifications and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract.

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ATTACHMENT B

Zone Map

Virginia Association of State College & University Purchasing Professionals (VASCUPP)

List of member institutions by zones

Zone 1 George Mason University (Fairfax)

Zone 2 James Madison University (Harrisonburg)

Zone 3 University of Virginia (Charlottesville)

Zone 4 University of Mary Washington (Fredericksburg)

Zone 5 College of William and Mary (Williamsburg) Old Dominion University (Norfolk)

Zone 6 Virginia Commonwealth University (Richmond)

Zone 7 Longwood University (Farmville)

Zone 8 Virginia Military Institute (Lexington) Virginia Tech (Blacksburg) Radford University (Radford)

Zone 9 University of Virginia - Wise (Wise)

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ATTACHMENT C

SAMPLE CONTRACT FORMStandard Contract form for reference only

Offerors do not need to fill in this form

COMMONWEALTH OF VIRGINIASTANDARD CONTRACT

Contract Number:_______________________

This contract entered into this ____ day of ____________ 20___, by ______________________, hereinafter called the "Contractor" and Commonwealth of Virginia, Virginia Polytechnic Institute and State University called "Virginia Tech".

WITNESSETH that the Contractor and Virginia Tech, in consideration of the mutual covenants, promises and agreements herein contained, agrees as follows:

SCOPE OF CONTRACT: The Contractor shall provide the _____________ to Virginia Tech as set forth in the Contract Documents.

PERIOD OF CONTRACT: From _________________________ through ________________________.

COMPENSATION AND METHOD OF PAYMENT: The Contractor shall be paid by Virginia Tech in accordance with the contract documents.

CONTRACT DOCUMENT: The Contract Documents shall consist of this signed contract, Request For Proposal Number __________ dated __________, together with all written modifications thereof and the proposal submitted by the Contractor dated _________ and the Contractor's letter dated __________, all of which Contract Documents are incorporated herein.

In WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to be bound thereby.

Contractor: Virginia Tech

By: ___________________________________ By: ___________________________________

Title: __________________________________ Title: __________________________________

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ATTACHMENT D

Position Classifications

1 ACCOUNTANTDuties: May involve one or more of the following: Payroll, Cost Accounting, Accounts Payable/Receivable, including invoice processing, recoverable billings and account reconciliation.

Preferred Qualifications: Undergraduate degree in accounting or related field or extensive work-related experience. Proven experience in an accounting office or accounts receivable/accounts payable function. Considerable knowledge of Generally Accepted Accounting Principles. Experience with job cost accounting, invoice processing, and/or account reconciliation. Strong analytic and problem solving skills.

2 CARPENTERDuties: May include repair and installation of floors, repair and installation of ceilings (including grid type drop ceiling), hanging doors, installation of door hardware, assembling and disassembling office furniture, picture and shelving installation, demolition of walls or structures, installation of asphalt roofing shingles, rough framing of new or renovation construction using metal or wood studs, installation of sheetrock or other wall material, construction of small structures, installation and removal of concrete forms, pouring and finishing concrete, installation of trim work and paneling, installation of cabinets, and general shop duties such as furniture repairs.

Preferred Qualifications: Journey-level experience in commercial and/or residential carpentry. Ability to safely, frequently, and independently move 50 lbs. Ability to climb and work from ladders and scaffolds. Overtime may be required.

3 COMPUTER SUPPORT SPECIALISTDuties: Provide hardware and desktop systems administration in support of computer infrastructure. Perform installation, configuration, upgrades, security, and maintenance of computer systems. Provide troubleshooting and application support to users. Perform network and server administration of departmental Windows servers. Perform and manage production control activities.

Preferred Qualifications: Bachelor’s degree in computer science, computer engineering or related field or equivalent level training and experience. Experience in installation, maintenance and configuration of multiple desktop operating systems. Working knowledge of a variety of desktop applications software including data base, spreadsheet, word processing, graphics and internet software. Ability to communicate effectively with computer users and vendors. Ability to troubleshoot hardware and software problems.

4 COOKDuties: Assist with daily food preparation based on production needs. Follow established procedures for recipes, prepping, cooking, handling, storage, presentation of food product, and ensure compliance with the procedures thus providing a high quality product. Check all items before leaving kitchen ensuring items are attractive, garnished, palatable, and proper temperature. Monitor quality and appearance of foods on serving lines. Help ensure a clean and safe environment for employees and customers. Maintain equipment to ensure safety and good sanitation. Responsible for proper food handling techniques.

Preferred Qualifications: Demonstrated knowledge of commercial kitchen and food service operations including recipe management, preparation, set-up, merchandising, presentation, and maintenance. Ability to communicate effectively with all levels of personnel and public; excellent customer services skills; ability to handle multiple tasks and serve high volume/quality in a fast paced environment.

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5 DISHWASHERDuties: Operation of dish room equipment, sort, wash, sanitize, dry, and stack pots, dishes, glassware and other utensils used in preparation and service of food and dining operations. Perform housekeeping duties and maintain a clean and safe work area. 

Preferred Qualifications: Ability to stand on feet for extended periods of time and to lift up to 35 lbs. Ability to work with minimal supervision quickly and efficiently. Ability to work around water and commercial detergents for long periods of time.

6 ELECTRICIANDuties: Perform maintenance and repair of building electrical systems of up to and including 480VAC. Perform installation of building electrical systems. Install and maintain motors and associated controls, and respond to emergency calls. Trouble shoot problems with motors, motor control centers and controls such as fire stats, freeze stats, float switches and air flow sensors.

Preferred Qualifications: Journey-level electrician experience. Experience in maintenance and installation of electrical power and lighting systems, motors, and associated controls. Demonstrated working knowledge of power controls, the National Electrical Code and ability to follow electrical drawings; ability to climb and work from elevated workstations such as ladders and scaffolds, and work in confined spaces at elevated temperatures. Ability and willingness to safely use respirator equipment. Due to emergency response requirement, must be able to respond to emergency calls within one hour of notification. Experience in electrical maintenance as an institutional or commercial electrician, and/or completion of the Virginia Apprenticeship or similar Program.

8 EQUIPMENT OPERATORDuties: Operate a wide variety of equipment including: excavators, front-end loaders, backhoes, dozers, delivery trucks and other equipment. Utilize equipment to excavate/transport/move material as directed.

Preferred Qualifications: Experience operating a variety of light and heavy equipment such as: all types of forklifts (stand-up, sit down, gas, electric), scissor lifts, track hoe, excavator, hoe ram, track loader, large forklift, large delivery truck with hydraulic components required. Must be able to operate safely and efficiently in all conditions including in steep terrain and in adverse weather conditions.

9 ADMINISTRATIVE ASSISTANTDuties: Provide clerical support to the assigned area. Responsibilities will include, but may not be limited to reception, mail distribution, records management, preparing various correspondence, appointment scheduling, travel coordination, etc.

Preferred Qualifications: Education and/or experience in secretarial, administrative or business related field. Ability to work independently and make decisions necessary to keep the office running efficiently. Ability and willingness to initiate needed functions without close supervision. Ability to communicate effectively, exercising tact, discretion, and diplomacy in dealing with a large number of diverse people from outside the office as well as internal personnel. Ability to interpret policies and procedures. PC skills such as Word, Excel, PowerPoint. Must be highly organized in approach to tasks.

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10

FARM WORKERDuties: Provide assistance and general support in all aspects related to operation of farm. May include feeding/watering animals, gathering supplies, moving/preparing materials, grounds work including digging, shoveling, planting, irrigation, etc. Other duties as assigned.

Preferred Qualifications: Knowledge of farm operation basic tools helpful. Ability to lift up to 100 lbs. Ability and willingness to work around large animals.

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FISCAL TECHNICIANDuties: Process invoices, reconcile accounts, and perform other fiscal duties to support assigned area/department. Perform data entry, search, and retrieve information from applicable systems. Prepare financial reports, research issues, process journal transfers, and provide support to financial analyses.

Preferred Qualifications: Experience in a fiscal position in an accounts receivable/accounts payable division or other accounting-related office setting. Post-high school coursework in bookkeeping/accounting, advance degree, or professional certificate preferred. Experience with financial databases to include data entry, search, and retrieval. Extremely accurate data entry and recordkeeping skills. Proficiency using computers in an office environment. Excellent customer service and communications skills. The ability to prioritize work and meet deadlines in a high-volume, multi-task environment.

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FOOD SERVICE WORKERDuties: Cook/grill all production to specifications. Serve and restock food. Report product problems to management and chef/kitchen staff. Stock items daily (utensils, plates, paper goods). Maintain sanitation and shop cleanliness at all times (serving lines, doors, glass, countertops, walls, counters, warmers, coolers, refrigerators, sweep/mop floors, and other service equipment). Break down/clean equipment per manual. May assist with cooking/grilling as needed.

Preferred Qualifications: Experience in fast-food or large multi-menu food service facility. Basic math and excellent communication skills. Knowledge of basic sanitation procedures as per food (storage, handling, temperatures-hot and cold), preparation and presentation. Knowledge and use of general and commercial kitchen equipment (stoves, grills, warmers, knives, fryers, woks, steam tables, refrigerators, etc.). Ability to work with little or no supervision.

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GENERAL LABORER Duties: Provide general support and assistance to mechanics, trades workers and other general personnel. Responsibilities may include gathering supplies, moving/preparing materials, grounds work including digging, shoveling, lawn care, etc.

Preferred Qualifications: Knowledge of trades and grounds work and tools helpful. Ability to lift up to 100 lbs. Some experience in one or more trades (carpentry, painting, electrical, masonry) helpful.

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GRAPHIC ARTISTDuties: Produce designs and layouts to meet defined marketing requirements. Implement graphics design requirements as assigned to meet the defined visual “look, feel and appeal”. Provide production and support for senior designers, including preparing comprehensive design prototypes for client approval, mounting posters, providing layout and text revisions, designing charts and graphs, and archiving final files to CDs or other media.

Preferred Qualifications: Bachelor’s degree in graphics design or equivalent related experience. Knowledge of graphic design concepts and printing production, including digital page makeup, image scanning, digital photo manipulation, color separation production, and pre-press preparation of files. Comprehensive knowledge of desktop design and publishing processes on the Macintosh platform and command of related software, including InDesign, PageMaker, Freehand, Photoshop, Microsoft Word, and other related applications.

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GROUNDS WORKERDuties: To support the Grounds Department in the installation and maintenance operations of the university grounds. This includes but is not limited to tree/shrubbery pruning; tree and shrub removal; landscaping; preventative maintenance of equipment; snow/ice removal; and other duties as assigned.

Preferred Qualifications: Ability to safely operate all equipment including but not limited to chainsaws, power hedge trimmer, and hand tools. Some basic knowledge of preventative maintenance on equipment. Ability to perform required duties safely in a densely populated area. Ability to work in a variety of weather conditions. Ability to prune trees and shrubs correctly. Ability to work with a variety of chemicals used in grounds keeping including insecticides, fertilizers, grass/weed killers, etc.

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HOUSEKEEPING WORKERDuties: General housekeeping duties to include, but not limited to; trash removal, floor maintenance, cleaning of one or more of the following: hotel guest rooms, classrooms, offices, labs, stairwells, locker rooms, and other public areas as assigned.

Preferred Qualifications: Ability to follow simple instructions. Ability to perform a variety of cleaning tasks. Ability to stand on feet for extended periods of time, climb stairs and lift up to 35 lbs.

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General Laborer/Special Projects CrewProvide service to residents by delivering, removing, placing, storing and/or repairing furnishings in resident halls. Responsible for the care and handling of housekeeping supplies, equipment, and assigned keys. May be required to drive truck/van to haul scrap material for disposal at public landfill or other areas of disposal such as hoppers for recycling of wood and metal and other recyclable materials. Follow all health and safety rules and procedures. May be required to perform duties adjacent to buildings such as removing snow and ice from entranceways and sidewalks, raking leaves, gathering trash from grounds and sweeping sidewalks. Assist in preparation for special events and other work at the direction of the Housekeeping Supervisor.

Preferred Qualifications: Previous experience such as: furniture repair; moving large, bulky, heavy objects; and inventory and storage. Must have excellent customer service and communication skills for interaction with employees, students and visitors at a large university campus. Experience in cleaning of institutional, domestic or commercial areas and use and care of manual and electrically powered cleaning equipment preferred.

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LABORATORY TECHNICIANDuties: Provide routine to moderately complex technical lab support for a research facility. Collect, analyze, and process laboratory samples. Perform a variety of tests, using both routine and special techniques and methods. May assist in report writing. Set up equipment and materials for course instruction. Perform routine library work, including finding literature and copying articles.

Preferred Qualifications: Degree in related field or related experience. Knowledge of common laboratory equipment such as autoclaves, balances, pH meters, microscopes and spectrophotometers. Ability to accurately prepare media, solutions and reagents used in teaching laboratories. Thorough knowledge of basic laboratory principles and procedures, laboratory safety guidelines and analytical instrumentation. Ability to work independently and to communicate effectively.

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MECHANICDuties: Perform basic troubleshooting, repair and preventative maintenance on a wide variety of equipment, tools, engines, machines and other mechanically functioning equipment.

Preferred Qualifications: Journey-level experience in maintenance, repair, or one of the trades. Commercial Driver’s License desirable. Ability to safely, frequently, and independently move up to 50 lbs. Ability to climb and work from ladders and scaffolds. Overtime may be required.

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OFFICE CLERKDuties: Provide clerical and administrative support. Duties include answering phones, message delivery, scheduling meetings, ordering supplies, processing mail, issuing uniforms, copying, typing, and filing. Organize time cards and enter wage and student wage data into Banner. Prepare daily deposits and cash log. Maintain bulletin boards and pleasant office appearance. Receive visitors and employees in a courteous manner and ensure customer satisfaction.

Preferred Qualifications: Previous office administration experience with evidence of receptionist duties, processing mail, copying, typing, filing, cash handling and related paperwork, handling receipts and invoices, timecards, and/or data entry. Strong bookkeeping and word processing skills with emphasis on efficiency, accuracy, and organization. Demonstrated knowledge of computers such as Windows 2000/NT, Microsoft Office, and Outlook.

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PAINTERDuties: Apply paints, stains, and varnishes to interior and exterior surfaces, including all tasks needed for surface preparation. Use ladders and scaffolds to gain access to work areas. Use all needed tools (brushes, rollers, spray guns) in a proficient manner. Install window glass and signs. Other duties as assigned.

Preferred Qualifications: Journey-level experience in commercial and/or residential painting. Candidate should be able to perform routine institutional painting tasks. Ability to safely, frequently, and independently move up to 50 lbs. Ability to climb and work from ladders and scaffolds. Overtime may be required.

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PROGRAMMERDuties: As directed, assist in the conduct of the analyses, design and implementation of software/systems technical support and operating system capabilities. Assist in coding and maintaining utilities, job control language, compilers and system software of a routine nature. Modify, maintain and update existing software of a standard nature. Review potential applications and interfaces of hardware and software. Prepare elemental feasibility studies to evaluate requirements for new or revised systems software. Participate in the design of detailed systems design specifications to meet defined requirements. Conduct tests of revised or newly developed systems software to collect operating data and identify operating characteristics.

Preferred Qualifications: Bachelor's degree in Computer Science or a related field or equivalent experience; experience with systems/software programming activities in a business environment. Working knowledge of a high level or machine level language is preferred.

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Help Desk TechnicianDuties: Provide first level technical assistance to computer users. Answer questions or resolve computer problems for clients in person, or via telephone or electronically. May provide assistance concerning the use of computer hardware and software, including printing, installation, word processing, electronic mail, and operating systems.

Preferred Qualifications: bachelor’s degree in information technology or related training and experience in documentation, troubleshooting, and current office software.

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IT Security AnalystDuties: plan and carry out security measures to protect a department’s computer networks and systems.

Preferred Qualifications: bachelor’s degree in information technology or related training and experience in network and systems security, cyber security, or related fields

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Systems Analyst Duties: design information systems solutions to help a department operated more efficiently and effectively.

Preferred Qualifications: bachelor’s degree in information technology or BIT or related training and experience in designing business solutions, understanding clients business needs, and good communication skills.

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SECURITY GUARDDuties: Provide security for university buildings/facilities as assigned by locking and unlocking them at prescribed times and to report security deficiencies and unauthorized activity. Operate a motor vehicle and support the Police department in the prevention and detection of criminal activity and providing an orderly environment in support of the university mission.

Preferred Qualifications: Must be able to walk a considerable amount of time in performance of duties including up/down stairs, ladders, etc. Must be able to meet and effectively deal with the public on all matters concerning security issues. Must be able to deal with an often-irate clientele. Must be able to work in adverse weather conditions, days, nights, and weekends. Must be able to work overtime when required. Must have a valid driver’s license. Must pass a criminal conviction check. Familiarity with the Virginia Tech campus, streets, and parking areas helpful. Experience with mobile radio and computer highly desired.

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TRADES WORKERDuties: Provide general repair, preventative maintenance and support services. Responsibilities may include general maintenance including carpentry, painting, plumbing, electrical, and mechanical systems.

Preferred Qualifications: Knowledge of trades and grounds work and tools required. Ability to lift up to 100 lbs. Work experience in one or more trades (carpentry, painting, electrical, masonry).

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FOOD SERVICE ASSISTANT/ServerDuties: Provide food service to customers with a high level of customer satisfaction. Take customer orders and deliver meals to customers while ensuring a clean, safe and sanitary environment for employees and customers.

Preferred Qualifications: Excellent customer relations and communication skills; some knowledge of general safety rules and sanitation in food handling. Requires the ability to handle money, operate a cash register, and complete related reports with a high degree of accuracy.

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WAREHOUSE WORKERDuties: Provide a full range of warehouse functions including receiving, shipping, filling requisitions, issuing, ordering, inventorying, storing products, supplies and equipment. Provide pick-up and delivery services. Perform duties in a manner consistent with established safety and security standards and procedures.

Preferred Qualifications: Previous experience in and knowledge of a stockroom/warehouse, shipping and receiving, and inventory procedures. Ability to obtain certification in operating equipment, such as forklifts, pallet jacks, and hand trucks. Ability to communicate and work quickly and efficiently. Ability to lift, handle, and transport up to 100 lbs.

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WEB DESIGNERDuties: Produce design and layout for a variety of web site applications. Recommend techniques and treatments which support the visual “look, feel and appeal” graphics design concepts of the site. Create and manipulate web graphics to optimized palette, size, speed, navigation, structure and web page layout. Plan and design functional interfaces. Coordinate with marketing, web content and web technical staff to define graphics requirements that complement overall functionality and purpose of the web site.

Preferred Qualifications: Education and/or equivalent level of training in Journalism, Communications, Design or similar field. Demonstrated expertise in current internet standards, including web browsers and browser specifications. Excellent web design skills and experience managing web site content using various web content management and word processing software. Practical experience in writing and editing for electronic media. Strong communication skills and a meticulous attention to detail. Experience developing projects that combine HTML, CSS, and PHP or similar. Proficiency with software such as Macromedia Dreamweaver, Adobe Acrobat, Adobe Photoshop, QuickTime, RealMedia, Microsoft Word, Macromedia Captivate and Microsoft PowerPoint. Experience designing and creating brochures helpful.

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